KeHE is one of the largest grocery and natural distributors in the United States. With 19 distribution centers and more than 31,000 retailer partners, a consistent supply chain requires a clear set of guidelines for how suppliers move merchandise from their facilities into a KeHE DC or warehouse.
These guidelines are laid out for KeHE suppliers in the Inbound Routing Guide and Product Handling Requirements, and cover everything from preferred carriers to unloading discrepancies.
The instructions found within the Inbound Routing Guide apply to all purchase orders issued by KeHE. Getting these details right is a big deal, as noncompliance can result in chargebacks and other fees.
Furthermore, it’s not enough for just the supplier to have these details. Each supplier is responsible for forwarding the Inbound Routing Guide to its logistics department, its carrier(s), and anyone else involved in moving merchandise from the supplier to KeHE.
If you’re considering partnering with KeHE, this article provides:
An overview of what you’ll find inside KeHE’s 22-page Inbound Routing Guide
Links to helpful resources for further learning support
Ideas for how SPS Commerce can set you up for KeHE success
The KeHE Inbound Routing Guide Rundown
KeHE's Inbound Routing Guide can be broken down into 10 core questions:
1. What are KeHE’s transportation options?
KeHE divides their shipping and transportation options into two main categories:
Supplier Delivered: Refers to when the supplier/shipper arranges transportation; commonly called “prepaid” shipping.
KeHE Pick Up (FOB Origin/Incoterms Ex Works): Refers to when KeHE provides transportation; commonly called “collect” shipping.
KeHE has two preferred carriers it recommends to its suppliers:
Carrier | Carrier Type | Contact |
Temperature Control LTL, Dry LTL, and Truckload | 800-646-2550 contact@trademarktrans.com | |
Dry LTL | 800-610-5544 |
According to KeHE, suppliers that use a carrier from this list for prepaid shipping:
Experience fewer overage, shortage, and damage claims per trailer.
Avoid trapped freight.
Access better inbound visibility.
Benefit from the carriers’ extensive knowledge of KeHE’s processes.
2. How can KeHE suppliers schedule a delivery appointment?
Every truckload delivered to KeHE requires an appointment scheduled through C3 Online Scheduling. Suppliers are expected to follow this process:
- Contact the receiving DC to get a C3 User ID. Each KeHE DC has a distinct User ID.
- Make an appointment request at least seven days before the “Ship To Arrive” date. You will need a purchase order (PO) number, load type (pallets vs. floor loaded), and date and time.
- You will receive a reservation number for your appointment request. Each request must be confirmed by KeHE via email before the appointment is valid.
- If you need to reschedule, it must be done in C3. You’ll be charged a fee if the change is made within three days of the scheduled appointment.
Note: Orders shipped via FedEx or UPS Ground don’t need a C3 appointment, while orders shopped via freight service on FedEx Freight or UPS Freight do need one. In both cases, lumper fees apply.
Related Reading: What Are Lumper Fees at Walmart?
3. What are KeHE’s shipping document requirements?
KeHE requires suppliers to include two different documents with all shipments:
Bill of lading (BOL): KeHE requires two BOLs for each shipment. This document functions as a contract between the supplier and KeHE, and it contains all of the essential information pertaining to the parties involved with the shipment.
Packing list: KeHE requires all shipments to have a packing list detailing all the amounts contained in the shipment for comparison with the ordered amounts. Packing lists must be connected to a pallet and easily identifiable, and there should be one packing list per PO.
KeHE BOL Example
This is the BOL example used in the Inbound Routing Guide:
KeHE Packing List Example
This is the packing list example used in the Inbound Routing Guide:
Check out the related reading below to avoid shipping document noncompliance fees.
Related Reading: KeHE Packing List and Bill of Lading Requirements for Suppliers
4. What are KeHE’s product labeling requirements?
KeHE’s product labeling requirements vary by unit (e.g., each, case, inner pack, master pack, shipper, display-ready pallet). For example, eaches require a GTIN-12 (UPC), while cases must have an ITF-14 or GS1-128.
Labeling noncompliance can significantly impact your revenue, so don’t skip the related reading below.
Related Reading: KeHE Product Labeling Requirements for Suppliers
5. What are KeHE’s rules for pallets and stacking?
KeHE only accepts Consumer Brands Association (CBA) pallets from their suppliers. CBA used to be called Grocery Manufacturers’ Association (GMA) before they rebranded in January 2020. Suppliers should expect to receive fines for non-CBA and/or poor-quality pallets.
Basic Pallet Criteria
Footprint: 48 inches by 40 inches
Forklift entry: four ways (all sides)
Structure: three stringer
Load-bearing capacity: 2,500 pounds
Composition: hardwood
Top and bottom deck board thickness: 5/8 inch
Pallet Stacking Rules
Package similar products in the same PO together as much possible and ensure they’re externally labeled (e.g., product name, variety, UPC).
For pallets comprised of mostly the same SKU, arrange the SKU so that it’s at the bottom to reduce rehandling at the DC.
Secure pallets with stretch wrap, applying it from top to bottom, pallet included. Items not secured by stretch wrap may be rejected by KeHE.
Do not use any tape, twine, bands, or nylon rope to secure your shipment.
Don’t stack products higher than 72 inches.
Don’t use the pinwheel method for stacking. Otherwise, fees will apply.
6. What are KeHE’s lock and seal requirements?
As a major food distributor, KeHE makes health and safety requirements an essential part of their compliance program. As the supplier, it’s your job to ensure:
All shipping container/carton packaging meets the minimum National Motor Freight Classification (NMFC) requirements.
All full transport equipment have numbered security seals on all doors, hatches, and openings. These seal numbers must also be listed on the BOL. Any equipment that is received with broken, missing, unreadable, or non-BOL-matching seal numbers will be rejected until it can be inspected.
Drivers check in with KeHE upon arrival to verify shipping documentation and driver credentials.
No seal is broken until it has been inspected and verified by a KeHE representative.
Equipment used for LTL, partial loads, or courier services are locked during transit.
7. What are KeHE’s temperature control requirements?
All temperature requirements must be included in the BOL. If a product is not in the right temperature range, or if the requirements aren’t included in the BOL, the supplier is financially responsible.
Unless specifically noted on the BOL, suppliers and carriers must follow KeHE’s temperature control requirements outlined here:
Product | Low | High |
Refrigerated | 34° F | 40° F |
Protein | 28° F | 40° F |
Frozen, including ice cream | -20° F | 0° F |
The temperature of histamine-producing products must also be continuously monitored in transit. Failure to comply may result in rejection and associated losses.
8. What are KeHE’s On-Time Delivery requirements?
If a delivery doesn’t arrive in a KeHE facility by the date printed on the PO, KeHE may impose a compliance failure assessment.
According to the Inbound Routing Guide Fee Schedule, suppliers must maintain an On-Time Delivery rate of 85% during a calendar quarter to avoid extra fees. KeHE currently charges $250 on all late shipments during noncompliant calendar quarters.
9. What are the requirements for KeHE Pick Up shipments?
KeHE Pick Up shipments (aka collect shipments) have specific inbound requirements suppliers must follow.
KeHE will contact the supplier to arrange the pickup. Make sure all POs are ready when KeHE’s carrier arrives. (Note: Pickups usually occur within one to three days of the “expected ready date” listed on the PO.)
You may be charged a fee if:
You delay either KeHE or KeHE’s hired carriers for two hours or longer beyond the scheduled pickup appointment.
Your shipment isn’t ready within three days of the “expected ready date” listed on the PO.
Your shipment isn’t loaded in full. The fee will cover unused capacity.
Note: KeHE’s case count is king. The case count confirmed at the KeHE DC dictates supplier payment.
10. What fees can suppliers expect when working with KeHE?
The Inbound Routing Guide breaks down fees into five different categories:
- Supplier delivered freight charges and fees: Suppliers are responsible for all related freight charges.
- Expedited shipping: Suppliers and/or their carriers are responsible for any unauthorized expedited, rushed or air freight shipping charges or expenses.
- Lumping; breakdown: Suppliers must pay KeHE to for all unloading, lumping, breakdown, sorting, and segregating services.
- Bill to/ship to: Suppliers are responsible for reimbursing KeHE for all deductions, expenses, costs, and fees charged to KeHE for nonconforming shipments on “Bill To Ship To” POs.
- Discrepancies; UDRs: Suppliers must accept KeHE’s case count at their DC as the basis for payment. If the case count finds a shortage or overage will issue an Unloading Discrepancy Report (UDR).
Related Reading: Common KeHE Deductions (and How To Minimize Them)
Add SPS Commerce to Your KeHE Readiness Checklist
You may be new to KeHE, but SPS isn’t. We've built tools that are setting up KeHE suppliers for success from the get-go.
Do you need more KeHE-specific resources? Check out our library of KeHE supplier support materials.
Do you need support with EDI compliance? SPS Fulfillment gives your team one place to manage orders and documents and automatically rebuilds workflows as your business grows.
Do you want deduction management support? SPS Revenue Recovery can help you identify and recover lost revenue at both KeHE and UNFI.